Creating an Invoice

hrglass builds Invoices from work you’ve already tracked. Pick a Client and the Projects to bill. Every uninvoiced billable Task, Timer entry and expense becomes a line item. When you save, those items are marked as invoiced, so nothing gets billed twice.

Tip

Billing something you didn’t track, like a one-off fee or a deposit? See Invoicing From Scratch.

Create an Invoice From Tracked Work

1. Go to Invoices and click Create Invoice.
2. Choose From Projects, Tasks, Expenses.
3. Under Client, select the Client.
4. Under Projects with Uninvoiced Items, tick the Projects you want to bill. Or tick Select All.
5. Click Generate Invoice.
6. Choose Yes, select items to pick which Tasks and expenses to include, or No, add manually to start with no line items.
7. Untick anything you want to save for a later Invoice. Everything starts ticked.
8. Click Continue with N items.
9. If the Client has unused credit, choose the credits to apply in Apply Client Credits, or click Skip Credits.
10. Review the Invoice and click Create Invoice.

Your Invoice is saved as a Draft. It gets its Invoice number when you save.

Each Project in step 4 shows how many Tasks and expenses are waiting, and the amount. Applied credit shows up on the Invoice as a negative line item.

Invoicing a Single Project

You can also start from a Project. Click Generate Invoice on the Projects page or in a Project’s Project Overview. You’ll only see the button when the Project has uninvoiced billable work.

Billing Part of a Fixed-Cost Task

You don’t have to bill a fixed-cost Task all at once. When you tick one in the item picker, a Bill field appears. Enter what you want to bill now. The rest stays available for a later Invoice.

If part of the Task was already billed, the picker tells you, for example Fixed Cost ($500.00 already invoiced).

Unapproved Hours

On a Team plan, the item picker warns you if any selected hours haven’t been approved yet. You can still invoice them. To approve the week first, go to the Approvals page.

Review the Invoice Details

Check the Invoice Details card before you save:

Field	What it does
Customer Name	The name printed on the Invoice. It’s filled in from the Client.
Invoice Number	Filled in automatically when you save. Numbers run in order, like INV-000001.
Invoice Date	The date the Invoice was issued.
Payment Deadline	Upon Delivery, Net 15, Net 30, Net 45, Net 60 or Custom. hrglass works out the due date for you. Pick Custom to choose a date.
Invoice Template	The design to use. Your default template has a ★.
Notes	Extra text for your Client. It starts with the Projects you’re billing.

In Client Payment Options, pick the payment methods your Client sees. See Getting Paid.

Line Items

• Drag line items to reorder them.
• Click Add Manual Item to add a line by hand.
• Click Add from Tasks to pull in more uninvoiced work.
• Hourly items show Hours and Hourly Rate. Other items show Quantity and Unit Price.
• Set each item’s Item type to Service or Product.
• Under Taxes, pick one or more tax rates. You manage rates in Settings › Taxes.

Open the Preview tab to see the Invoice the way your Client will.

When it looks right, send it.

Set Your Defaults

Go to Settings › Invoice Settings › Invoice Configuration to set:

• Invoice Start Number: the number your Invoices count up from. Numbers are padded to six digits, so 1 becomes INV-000001.
• Default Payment Deadline: the payment terms every new Invoice starts with.